Collateral receipt template

How to use it

Issue a receipt every time collateral changes hands — when taken, when partially returned, and when fully returned. Many states regulate how collateral is held, recorded and returned; in California, for example, collateral handling is governed by the Insurance Code and Department of Insurance regulations. Check your state's rules and your surety's requirements before adopting this layout.

Header fields

• Agency name, address, phone and license number
• Receipt number (sequential, never reused)
• Date and time received
• Agent receiving and agent license number

Parties and bond

• Person depositing collateral (name, address, phone, ID type and last four digits)
• Defendant name and case number
• Bond amount, power of attorney number and surety

Itemized collateral

• Item or asset type (cash, cashier's check, vehicle title, deed of trust, jewelry, other)
• Description: make, model, serial or VIN, condition notes
• Stated value and who provided the valuation
• For cash: amount in figures and words; denomination count if large
• Where it will be held (trust account, safe, title file)

Photo log

• Photo reference number for each item
• Photos taken in presence of depositor; depositor initials the log
• Close-ups of serial numbers and any existing damage
• Storage location of digital files and who can access them

Return section

• Date returned and to whom (with ID verified)
• Items returned, partial or full
• Any deductions, itemized with written justification permitted by law
• Signature of recipient confirming condition
• Agent signature

Signatures

• Depositor signature acknowledging the itemized list
• Agent signature
• Copy to depositor, copy to file, copy to surety if required